BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
MARCH 26, 2005 AT 8:00 A.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session at the Shawnee Community Center, 804 South Park, Shawnee, Oklahoma, Saturday, March 26, 2005 at 8:00 a.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chuck Mills
Mayor
Tom Claybrook David Hadley MD
Commissioner Ward 1 Commissioner Ward 4
Linda Peterson Bob Downing
Commissioner Ward 5-Vice Mayor Commissioner Ward 6
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
CALL FOR SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 26TH DAY OF MARCH, 2005 AT 8:00 O’CLOCK A.M. AT THE SHAWNEE COMMUNITY CENTER, 804 SOUTH PARK, SHAWNEE, OKLAHOMA FOR THE PURPOSE OF A BUDGET RETREAT.
By virtue of the authority vested in me by Section 2, Article IV of the Charter of the City of Shawnee, Oklahoma, a Special Session of the Board of Commissioners of the City of Shawnee, Oklahoma is hereby called to meet at the Shawnee Community Center, 804 South Park, Shawnee, Oklahoma at 8:00 a.m. on March 26, 2005 for the purpose of a budget retreat.
Witness my hand this 18th day of March, 2005.
s/s James C. Collard
JAMES C. COLLARD
CITY MANAGER
(SEAL)
ATTEST:
s/s Diana Hallock
DIANA HALLOCK, CITY CLERK
NOTICE OF A CALLED SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA.
TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA:
You and each of you are hereby notified that by virtue of a call issued by me on this 18th day of March, 2005, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at the Shawnee Community Center, 804 South Park, Shawnee, Oklahoma at 8:00 a.m. on March 26, 2005 and you are hereby notified to be present at said meeting.
The purpose of said meeting will be a budget retreat for the purpose of discussing the city’s budget for fiscal year 2005-2006.
Witness my hand this 18th day of March, 2005.
(SEAL)
ATTEST:
s/s Diana Hallock s/s James C. Collard
DIANA HALLOCK, CITY CLERK JAMES C. COLLARD
CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 21st day of March, 2005 at 5:15 o’clock p.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the City Commissioners of the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Chuck Mills in person at 5:18 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Vice Mayor Linda Peterson in person at 5:16 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Commissioner Tom Schrzan in person at 5:19 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Commissioner Tom Claybrook in person at 5:00 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Commissioner Marva O’Neal in person at 5:21 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Commissioner David Hadley in person at 5:17 o’clock p.m. on March 21, 2005.
I delivered a true and correct copy to Commissioner Robert J. Downing in person at 5:15 o’clock p.m. on March 21, 2005.
Mayor/Commissioner(s) could not be found in the City of Shawnee, Oklahoma on March 21, 2005.
Diana Hallock
CITY CLERK
Those in attendance other than the department heads and division presenters were: City Attorney John Canavan; Administrative Assistant Toni Gray; Executive Secretary Gaila Hatler; Wayne Trotter, Shawnee Sun Editor; and Carol Cole, Shawnee New-Star reporter.
AGENDA ITEM NO. 1: Discuss FY-2005-2006 budget for the City of Shawnee.
City Manager Jim Collard and City Treasurer/Finance Director Becky Cragin gave an overview of what the budget retreat would entail.
Ms. Cragin began by reviewing the sales tax trend from 1990 to present year. In her projections of the sales tax for next fiscal year, the suggested amount of $13,200,000 was given.
A Capital Outlay Request from the various departments was handed out to the Commission to review.
The document structure included the following:
Construction – General, street, and water/sewer construction
Equipment – general equipment over $5,000 in purchase per item and general equipment under $5,000 individually including smaller items.
A summary of the initial capital outlay budget requests for fiscal year 2005-2006 were submitted as follows:
Total
Construction Projects $ 6,291,635
Street Projects 2,845,838
Water and Sewer Projects 2,931,900
Equipment Purchases 2,287,500
Equipment Under $5000 641,506
Total $14,998,379
COMMISSIONER SCHRZAN PRESENT AT 8:50 A.M. AND COMMISSIONER O’NEAL PRESENT AT 9:00 A.M.
Budget requests from city staff were in the following order:
*Systems Administrator Steve Nolen- Technical Information systems for various departments
*City Engineer John Krywicki – streets, general engineering construction,
traffic control, central garage
* Airport Manager Jerry Sharp – airport general construction
*Community Development Director Michael Southard – Planning general construction; parks and cemetery; code enforcement
LUNCH BREAK AT 12:20 P.M.
RECONVENED AT 12:50 P.M. WITH COMMISSIONERS DOWNING AND HADLEY ABSENT.
The budget requests continued with the remaining departments.
*Fire Chief Jerry Bower – building repairs; protective equipment; building maintenance; emergency management/warning sirens
MAYOR MILLS ABSENT AT 12:53 P.M.
*City Manager/Acting Police Chief Jim Collard - Police Department update and needs – evidence management software, car cameras, replacement vehicles
COMMISSIONER SCHRZAN ABSENT AT 1:32 P.M.
*Utilities Director Afsaneh Jabbar and Line Maintenance Superintendent Jim Bierd – water/sewer construction; water tower maintenance; rehab projects; north and south water and sewer treatment plant needs
COMMISSIONER HADLEY RETURNED AT 1:50 P.M.
*City Clerk Diana Hallock – Municipal Court needs
*City Treasurer/Finance Director Becky Cragin reported on City Hall’s air conditioning system
AGENDA ITEM NO. 2: Adjournment.
There being no further business to come before the budget session, a motion was made by Commissioner Claybrook, seconded by Commissioner Hadley, that the session be adjourned. Motion carried. (3:05 p.m.)
AYE: Claybrook, Hadley, Peterson, O’Neal
NAY: None
____________________________________
LINDA PETERSON, VICE MAYOR
(SEAL)
ATTEST:
_____________________________
DIANA HALLOCK, CITY CLERK
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